Processing FT Online Overload Contracts - SPOKANE ONLY

Purpose: Use this document as a reference for how to process Co-operative Education contracts in ctcLink at Community Colleges of Spokane.

Audience: Class Scheduling Staff, HR\Payroll Staff.

You must have at least one of these local college managed security roles:

  • <please see navigation roles listed in each section below>

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Processing FT Online Overload Contracts - SPOKANE ONLY

Reference Navigation

NavBar > Navigator > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes

NavBar > Navigator > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Processing > FWL Calculation Process

NavBar > Navigator >  Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Transaction > Maintain Faculty Workload

NavBar > Navigator > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Processing > FWL Contract Generation

Overview

When Full Time Faculty are teaching online classes with enrollments that exceed 25 students as part of their regular load, the overloaded students from the online class are paid above the instructor's regular salary.  The overloaded students also generate FTE% for that instructor and that overload FTE% is not typically* attributed as part of their regular load.  Because the instructor's regular load is calculated in FWL as non-pay generating (FTE Only), but the FT Online Overload does generate pay in FWL, there are two different calculation formulas.  The regular load portion is calculated using the FTE Only contract types (F01-F20) and the overloaded students pay is calculated under the FT Online Overload contract types (X01-X18). This will require you to enter the instructor twice in the Instructors for Meeting Pattern section on the Schedule of Class.  The online contract generated will be only for the overload portion of the FTE%.

At Community Colleges of Spokane instructor pay for online overload classes is based on the number of students enrolled above 25 students and below 36.  If more than 35 students want to enroll a new class section is supposed to be opened.  For questions on this please contact your district HR office.

The pay methodology for FT Online Overload first takes into account what the class would be paid out as if the instructor would be paid as Moonlight pay, for example a 5 credit lecture in Workload Category A has an FTE% of 33.333% and moonlight pay of $3395.67 (1/3 of $10,187) - this is NOT what the instructor will be paid since their pay comes from their full time salary.  Once the dollar value of the class is determined, this amount is divided by 25 to determine the 'per student' amount.  Keep in mind, this value changes based on the dollar value of each class.  Using the example of pay above, 1/25th of $3395.67 results in $135.83 per student.  As an alternate example, a 2 credit class at Workload Category C would have a dollar value of $1018.70 and 1/25th of that class would result in $40.75 per student.

Next comes determining the overload count, for example, 27 students enrolled, subtract the first 25 to determine that 2 students are overloaded.  The overloaded student count is multiplied by the per student cost to calculate the total pay for overloaded students and the resulting value is the amount of pay the instructor is eligible for, for example $135.83 x 2 =$271.66 in total pay.

The Term Contact Hours of the contract are calculated by dividing the overloaded student count (2), by the threshold (25) to and then multiply by the Term Contact Hours of the class to determine the  hours value of the overloaded students. For example 2/25 = .08 x 55 = 4.4 hours for the 2 students.

The FTE% of the contract is calculated by dividing the Term Contact Hours (e.g. 4.4) by the total hours of the workload category (e.g. 165), or 4.4 /165 = 2.667% FTE.

Note: For Spokane the Assignment Type naming convention begins with 2 to 4 characters code that specify the division issuing the contract (noted by ‘DDDD’ in the example below) for FT Online Overload contracts the Assignment Type is followed by [FOL]. For FT Online Overload contracts that are multi-component (for example, Lecture/Lab) the Assignment Type is followed by [FOLL].

The FT Online Overload Assignment Types have a configuration of $10,187 or $11,170 in the Term Max Load Rate value, thus generating pay equivalent to Adjunct faculty, but only for the students enrolled over the maximum of 25, the regular load is paid from the instructor's full time salary.

‘DDDD’ [FOL] - FT Online Overload

‘DDDD’ [FOLL] - FT Online Overload (Lecture/Lab)

* If attempting to calculate FTE% only for overloaded students see bottom section of this QRG entitled "Overload as Regular Load."

Checklist Steps for FT Online Overload Contracts (Spokane Only)

  1. Confirm the instructor exists on the Instructor/Advisor Table for the institution with an Effective Date of 01/01/1901.
  2. Add the Instructor to class in Schedule of Class first, using the FT Regular Load Assignment Type.
  3. Add a second row for the instructor, using the FT Online Overload Assignment Type. Use the plus (+) symbol to add a new row (if needed).  On each row:
    • Ensure that the Empl Record Number is that of the correct job record. Both rows must have the same number.
      • If hired after Term start, use system default of 0 and override the Empl Rcd Nbr in the FWL Grid, adjusting start date and prorating Term Max Load Rate if needed.
    • Ensure the Load Factor entered matches on both rows.
  4. Run FWL Calculation Process to Load the FWL Grid.
  5. Update FWL Grid-Tab 3 to enter the number of students enrolled for the FT Online Overload contract type.
  6. Click Save.
  7. Process a FWL Recalculation.
  8. Review and confirm Calculation Results tab.
  9. Review the Pay Line, if needed, update Earn Code and Combo Code.
  10. Run FWL Contract Generation.
  11. Verify the online contract/appointment letter.
  12. Update Notes/Comments tab with HCM for HR review.
  13. Ensure Dean/Administrator approves the contract.
  14. Ensure instructor has gone into Faculty Center and signed the contract.

Note: To confirm an instructor has a record on the Instructor/Advisor Table, refer to the Quick Reference Guide - Adding and Instructor to the Instructor/Advisor Table.

Add Instructor Assignment in Schedule of Class

You must have at least one of these local college managed security roles:

  • ZC CM Class Builder
  • ZD CM Class Attributes
  • ZD CM Class Builder
  • ZD FWL View Cnt Calc
  • ZZ CM Class Attributes
  • ZZ CM Class Text Book
  • ZZ CM Local Configuration
  • ZZ FWL Contract Calc

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes

  1. The Maintain Schedule of Classes search page displays.
  2. Enter Search Criteria.
  3. Select the Search button.
  4. The Maintain Schedule of Classes page displays.
  5. Select the Meetings tab.
  6. The Meetings page displays.
  7. In the Instructors for Meeting Pattern section, on the Assignment tab, enter the Empl ID of the instructor or use the Look Up to search by name.
  8. Select the Plus (+) symbol to add a second line and enter the Empl ID again on the second line.
  9. The Print check box should only be checked for one of the two rows.
  10. Also on the Assignment tab, enter the Empl Rcd# or use the Look Up, making sure to enter the same number for both rows.
  11. Select the Workload tab.
meetings tab
  1. The Workload tab displays.
  2. In the top row Assign Type field, select the drop-down menu and select the appropriate Assignment Type value for your division for the Full Time (regular load) - FTE Only.
  3. On the second row, in the Assign Type field, select the drop-down menu and select the appropriate Assignment Type value for your division in with the [FOL] or [FOLL] for FT Online Overload contract.
  4. Enter the same Load Factor for both rows.
  5. Select Save.
workload tab

Note: Not sure how to run the FWL Calculation Process to load the FWL Grid? Refer to the Quick Reference Guide - FWL Calculation Process (Batch).

Update Maintain Faculty Workload

You must have at least one of these local college managed security roles:

  • ZD FWL View Cnt Calc
  • ZZ FWL Contract Approve
  • ZZ FWL Contract Calc
  • ZZ FWL Contract Gen
  • ZZ FWL Contract Submit
  • ZZ FWL Pay Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

After the FWL Calculation Process has been run to load the FWL Grid, navigate to the Maintain Faculty Workload page.

Navigation:  NavBar > Navigator >  Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Transaction > Maintain Faculty Workload

  1. The Maintain Faculty Workload page displays.
  2. Select the Calculation Results tab.
  3. The Calculation Results page displays.
  4. The Contract Type for FT Online Overload will appear with 0.00 FTE% and $0 Total Pay. In order to generate FTE % and pay, the number of enrolled students on the 10th day must be entered into the FWL Grid.
    • If the calculation result doesn't appear check the following:
      • Is the Empl Rcd Nbr entered in Schedule of Class for an active FAC job?
      • Is the Subject and Component configured for the contract or is the first time this combination has been offered?
  1. Select the FWL Grid tab.
  2. The FWL Grid page displays.
  3. Select the Third tab.
  4. Add the number of enrolled students on the census date of the class to the Student Census Enrolled field.
  5. Select Save.
third tab

Tip: Did you know you can re-organize the fields you see on the FWL Grid? Just select the Personalize link and re-order the fields. Want all the most relevant fields on the First tab, just use the fields you want in the Column Order and move them up to the top under the tab First tab (frozen) header. You can also hide fields that aren't important to you. This formatting will be tied to only your login and will follow you wherever you go when you login to ctcLink.

  1. Select the HCM Data tab.
  2. The HCM Data page displays.
  3. Select the Recalc All button.
  4. The 'Are you sure you want to Recalculate all the contracts?' message displays.
  5. Select the Yes button.
Recalc all button
confirmation message = yes
  1. The system wait icon will appear in the upper, right hand corner of the screen.
wait icon
  1. When the calculation is complete, the screen will refresh and display a draft Pay Line and updated Calculation Results.
updated draft pay line and calculation
  1. Select the Calculation Results tab.
  2. The Calculation Results page displays.
  3. Verify the results (FTE%, Pay, Term Contact Hours) are accurate for the student count.
calculation results tab
  1. If Calculation Results are accurate, select the HCM Data Page tab.
  2. The HCM Data Page tab displays.
  3. Verify/update the Pay Line Earnings Code and Account Code (combo code) on the Second tab.
Second tab on HCM Data tab
account code pagelet
  1. After all lines have been updated, select Save.

Generation and Review Online Contract

You must have at least one of these local college managed security roles:

  • ZD FWL View Cnt Calc
  • ZZ FWL Contract Approve
  • ZZ FWL Contract Calc
  • ZZ FWL Contract Gen
  • ZZ FWL Contract Submit
  • ZZ FWL Pay Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Note: Not sure how to run the FWL Contract Generation Process to generate the online contract/appointment letter? Refer to the Quick Reference Guide - FWL Contract Generation (Batch).

After the contract has been generated, navigate back to Maintain Faculty Workload.

Navigation:  NavBar > Navigator >  Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Transaction > Maintain Faculty Workload

  1. The Maintain Faculty Workload page displays.
  2. Select the HCM Data Page tab.
  3. The HCM Data Page tab displays.
  4. In the HCM Data Contract Info section, select the View Contract link for the Co-Op contract type (e.g. K01) to open the online contract and verify the details.
view contract link
  1. Optional - Add any comments you deem necessary to communicate information for this specific contract to the instructor.
comment section on contract information page
  1. If comments added, select Save then Return.
  2. If no comments added, select Return to exit the contract view and return to the FWL page.
return or save button

Add Note for HR Review

  1. After the contract is verified and any comments have been added, select the FWL Notes/Comments tab.
  2. The FWL Notes/Comments page displays.
  3. Update the notes with HCM in the first three positions. This will cause this contract to appear on the report run by HR noting which contracts area ready for HR review. If entries already exist on this page, select the Plus (+) symbol to add a new Sequence Number to enter a fresh comment.
  4. Select Save.
FWL Notes and comments pagelet
  1. Ensure Dean/Administrator approves the contract.
  2. Ensure instructor has gone into Faculty Center and signed the contract.

Overload as Regular Load

  1. Looking to calculate the FT Online Overload contract for FTE% Only and no pay?  
  2. Follow all the steps above in the Update Maintain Faculty Workload section, after Step 5, select the Fourth tab on the FWL Grid.
  3. Check the Fees Override check box for the FT Online Overload Contract Type (X01-X18).
  4. Update the Term Max Load Rate to $0.
  5. Select Save.
  6. Select the HCM Data Page tab.
  7. The HCM Data Page tab displays.
  8. Select the Recalc All button.
Term Max Load Rate update

Warning: Keep in mind, contracts the generate FTE% only as part of the instructor's Full-Time regular load will have $0 pay in FWL and will not generate an online contract.

  1. Processes complete.

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